Position Opening: HR / Benefits Coordinator

Location: Aliquippa Elementary School
Reports To: Business Manager
Terms of Employment: 12-Month, Full-Time Position
Start Date: TBD
Salary: $30,000-$40,000

Position Summary

The HR / Benefits Coordinator supports the Business Office by overseeing all aspects of payroll, benefits administration, employee onboarding, absence tracking, and personnel records management. This position ensures accurate and timely payroll processing, compliance with federal and state reporting requirements, and efficient management of employee benefits, leaves, and personnel documentation. The HR/Benefits Coordinator serves as the primary point of contact for employees regarding payroll and benefit inquiries.

Essential Responsibilities

Payroll Administration

• Process bi-monthly payroll accurately and on schedule, ensuring compliance with all district, state, and federal requirements.
• Maintain and update employee payroll records in financial software (ProSoft) and related systems.
• Enter and process deductions, wage attachments, 403(b) contributions, union dues, and other withholdings.
• Verify timesheets, absences, and coverage logs for all employee groups.
• Calculate prorated pays, salary adjustments, and supplemental stipends.
• Prepare and remit tax deposits and payroll vendor payments (PSERS, VOYA, OMNI, credit unions, insurance, and other deductions).
• Reconcile payroll reports, audit earnings and deductions, and resolve discrepancies.
• Prepare and submit quarterly and annual reports (941, unemployment, Act 29, LST/EIT, PSERS, and new hires).
  Maintain accurate records for year-end closeout, including processing W-2s, updating salaries, insurance rates, and seniority data.
  
  

Human Resources Support

• Enter and maintain employee information across multiple systems (ProSoft, PSERS, CM Regent, insurance providers, etc.).
• Create and maintain employee personnel files (electronic and hard copy).
• Support onboarding of new hires, including verification of clearances, certifications, and benefits enrollment.
• Process employment verifications, Act 168 forms, and loan forgiveness requests.
• Track employee absences, personal and sick leave, and reconcile reports between AESOP/Frontline and ProSoft.
• Maintain accurate records for employee attendance, leave balances, and time-off requests.
• Manage and monitor FMLA, Workers’ Compensation, and other leaves of absence; ensure all documentation and notifications are completed in compliance with regulations.
• Provide employee communications related to payroll, benefits, and policy updates.
  
  

Benefits Administration

• Administer district benefit programs including medical, dental, vision, life, and disability insurance.
• Enroll new employees and update changes for existing employees in all insurance and benefits systems.
• Coordinate COBRA notifications through CM Regent for resignations and retirements.
• Maintain monthly and annual benefit reconciliations, invoices, and budget tracking.
• Update and distribute benefit rate information and documentation annually.
• Respond to employee inquiries regarding coverage, claims, and benefits eligibility.
• Prepare reports and surveys required by insurance carriers and agencies.
• Ensure compliance with benefit regulations and confidentiality standards.
  
  

Reporting and Compliance

• Prepare monthly PSERS NPass and employer contribution reports.
• Maintain and submit all quarterly payroll and tax reports accurately and on time.
• Support annual audits by providing required payroll, benefits, and HR documentation.
• Serve as secretary to the district safety committee; prepare monthly agendas, minutes, and meeting reminders.
• Maintain compliance with state and federal laws including FMLA, ADA, HIPAA, and wage reporting requirements.
  
  

Other Duties

• Maintain organized filing systems and yearly record retention for HR and payroll documentation.
• Collaborate with the Business Manager to develop process improvements for payroll, benefits, and HR operations.
• Communicate effectively and professionally with all staff members and external agencies.
• Perform other duties as assigned by the Business Manager or Superintendent.
  
  

Qualifications

• Education: Bachelor’s degree in Accounting, Human Resources, Business Administration, or related field (preferred).
• Experience: 3–5 years of payroll and/or HR experience (school district or public sector preferred).
• Skills and Competencies:
  
  
• Knowledge of payroll systems, employee benefits, and public school business office operations.
• Strong organizational skills, attention to detail, and ability to meet strict deadlines.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office, Google Workspace, and payroll/accounting software.
• Ability to maintain confidentiality and professionalism.
• Strong problem-solving and analytical abilities.
  
  

Work Environment

• Typical office environment with frequent interaction with employees and vendors.
• Requires sitting, standing, walking, and computer use for extended periods.
• May occasionally lift up to 15 pounds.
  
  

Application Procedure

Interested applicants should submit:

• Letter of Interest
• Resume
• Three Professional References
• Current PA Clearances (Act 34, 114, and 151)
  
  

Submit materials to:
Dr. Phillip Woods, Superintendent
Email: pwoods@quipsd.org